The Invoice List page is where most of your invoice work starts. It's where you search for a specific invoice, review invoice statuses, pay invoices, and spot problems like a closed period or an unbalanced total before they cause an issue downstream. Knowing your way around this page, including its filters, action buttons, and status indicators, means you spend less time hunting and more time getting invoices where they need to go.
Selecting an Association
Selecting the correct association is the first critical step in locating an invoice. Identifying and selecting the correct association is important for smooth and effective usage of CINC.
Follow these steps to select an association:
In CINC, go to Vendors > Invoices.
OR
In CINC with universal navigation, go to Payables > Invoices > Invoices.
The Invoice List page displays. Click the Search icon to view a list of all available associations.
Notes:
You can also access a specific association by entering the full name, partial name, or association code, and then clicking the Search icon.
You can only view associations you have been granted access to. If any associations are missing from your list, please contact your system's administrator.
Select the appropriate association.
The Invoice List page displays.
Note: You can view all associations from this page, but you need additional filters to find an invoice quickly.
Filtering the Invoice List
The Invoice List page offers more filtering options than any other page in CINC. Learning to use them effectively saves time and reduces frustration. Paying close attention to your filter selections is essential. If an invoice you're looking for doesn't display, expand your filters.
Filtering with Search Fields
Follow these steps to locate an invoice using search fields:
In CINC, go to Vendors > Invoices.
OR
In CINC with universal navigation, go to Payables > Invoices > Invoices.
The Invoice List page displays. Select a parameter from the drop-down lists or enter information into the search fields. Enter information into as many fields as necessary to narrow your search.
Vendor: Click the Search icon to browse the entire Vendor List, or type all or part of a name and click the Search icon to narrow the list.
Status: Search invoices by status, for example Pending Approval or Ready for Payment.
For Dates: Search for invoices with an invoice date between these two dates.
Note: These dates default to the current month. Expand the date range when working in a new month.
Amount: Search for invoices with an amount between two values.
Memo: Search for an invoice by its check memo.
Invoice #: Search for an invoice by its invoice number.
Expense GL Account: Search for invoices paid from a specific expense account.
Note: This filter isn't available from the All Associations view.
Pay By: Locate invoices by payment method, for example Check, EFT, or ACH. Select all that apply.
Item Description: Search for an invoice by the item description entered for the Expense GL Account field during coding, for example Landscape Contract.
Click Refresh.
The corresponding matches display. If no results appear, consider removing information from one or two search fields to expand the search.
Notes:
To save search criteria preferences, click Save View. This sets those preferences as the default during each visit to the Invoice List page. Pay close attention to the For Dates field. The end date saves as today's date and doesn't adjust automatically on later visits. Use the Reset icon to revert to the default filter settings.
You may also use the gray bar to filter in the All Associations view. This searches for matches across all associations and displays the results.
Filtering by Column
Follow these steps to locate an invoice by column:
In CINC, go to Vendors > Invoices.
OR
In CINC with universal navigation, go to Payables > Invoices > Invoices.
The Invoice List page displays. Find the column you want to filter in the Invoice List table, then click the Search field below its header.
Enter all or part of the value you want to find.
The Invoice List table filters automatically.
Note: Click any column header to sort the Invoice List table alphabetically or numerically by that column. An arrow displays next to the header showing the current sort direction. Click the header again to reverse the sort order.
Reviewing Action Buttons
The action buttons at the top of each page let you perform tasks specific to that page. Some buttons are unique to a single page, while others display throughout the system and work the same way everywhere.
Button | Description |
New | Creates a new invoice without an attachment. |
Post | Pays an invoice once it’s approved. |
Void | Voids the invoice. |
Recurring | Creates a Recurring Invoice template. |
Refresh | Applies the search criteria entered in the gray filter bar. |
Cancel | Returns to the previous page. |
Reviewing the Invoice List Table
Once you access the correct association and status selection, the association's invoices display, including high-level information such as the invoice date, balance, vendor, approval requirements, and status.
Each row in the table may include colored indicators that convey different types of information.
Dot Indicator | Description |
 | Indicates invoice is paid by ACH. No check is created. |
 | Indicates the invoice is dated for a closed fiscal period. Invoices can only post to an open period. |
 | Indicates the Expense GL is either invalid or blank and needs correction. |
 | Indicates the invoice total exceeds the electronic signature amount for checks and requires a manual signature. |
 | Indicates the total invoice amount doesn't equal the Expense GL line item total. |
 | Indicates the system found another invoice for the same vendor with the same invoice number within the default duplicate detection window. |
 | The vendor on the invoice is not on your Vendor List. No action is necessary if this is expected. Note: An unlinked vendor bypasses board approval, since board approval is based on the vendor type defined on the Vendor page. |
 | Indicates this invoice is paid through CINC VendorPay. No check is created. |
The table is separated into seven columns for easy viewing. You can sort the table in ascending or descending order by clicking the name of the column.
Column | Description |
Invoice Date | The date of the invoice. The Attachment icon indicates the invoice has an attached file. Notes:
|
Due Date | The invoice due date, if entered. Note: Click the invoice due date to review the invoice details. |
Invoice Number | The invoice number assigned to the invoice. |
Invoice Amount | The total amount of the invoice. Note: Click the invoice amount to make a partial payment. |
Balance | The amount owed, or remaining amount if a partial payment was made. |
Status/Approvals | The invoice's current approval status, for example Pending Approval or Ready for Payment, and how many approvals you have compared to how many you need. For example: 1/1 means the invoice needs one approval and has received one. Note: Click 1/1. The Approval List window displays who approved the invoice, for both the board and the management company. |
Pay To | The vendor or person receiving the payment. Note: If the assigned vendor has expired insurance an alert displays in red. |